Clinical Data Management -An Introduction

Clinical Data Management is involved in all aspects of processing the clinical data, working with a range of computer applications, database systems to support collection, cleaning and management of subject or trial data.

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Clinical Data Management is the collection, integration and validation of clinical trial data

During the clinical trial, the investigators collect data on the patients' health for a defined time period. This data is sent to the trial sponsor, who then analyzes the pooled data using statistical analysis.

Clinical Trial Data

Why CDMReview & approval of new

drugs by Regulatory Agencies is dependent upon a trust that clinical trials data presented are of sufficient integrity to ensure confidence in results & conclusions presented by pharma company

Important to obtaining that trust is adherence to quality standards & practices

Hence companies must assure that all staff involved in the clinical research are trained & qualified to perform data management tasks

Key members

The Key members involved in Data Management:

Clinical Data ManagerDatabase AdministratorDatabase ProgrammerClinical Data CoordinatorClinical Data Associate

Bigger Picture

Clinical Trail

Overview

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1. Clinical Investigator

2. Site coordinator

3. Pharmacologist

4. Trialist/Methodologist

5. Biostatistician

6. Lab Coordinator

7. Reference lab

8. Project manager

9. Clinical Research Manager/Associate

10. Monitor

11. Regulatory affairs

12.12. Clinical Data ManagementClinical Data Management

13. Clinical Safety Surveillance Associate (SSA)

14. IT

15. IT/IS personnel

16. Trial pharmacist

17. Clinical supply

18. Auditor/Compliance

Multidisciplinary Teams in Clinical Trials

Study SetupCRF design and development (paper/e-CRF)Database built and testingEdit Checks preparation and testing

Study ConductData EntryDiscrepancy ManagementData Coding (using MEDRA and WHODD dictionaries)Data review (Ongoing QC)SAE ReconciliationData Transfer

Study CloseoutSAE ReconciliationQuality ControlDatabase LockElectronic ArchivalDatabase Transfer

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Startup phase Conduct phase Close out phase

Protocol design

CRF Design

Quality check

Database Design

Quality check

Edit Checks

Quality check

Database activated

Data entry

Discrepancy management -

Query to investigator

Coding of medical terms

Database updates

Database QC

Database Lock

CDM Process Overview

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Study Start Up Process Review

Protocol Database design

Validation/derivation

Procedures

CRF design

Activated database ready to accept production data

A representation of the study as outlined in the protocol is made (including CRF completion guidelines if necessary). Therefore a final protocol needs to be available before this activity can be initiated.. CRF design usually takes about three rounds: First draft (rough without detail but correct content), second draft (as good as we can get it) and final version. We need input from our sponsor to correct draft versions and to approve the final version.

Traditional Paper Based Case Report Formse-CRF (Electronic Case Report Form)- Study information directly entered into computer.e-CRF is prepared by using: ORACLE CLINICALCLINTRIAL

Paper CRF e-CRF

-Eligibility or Screening form-Physical Exam form-Enrollment form-Medical History form-AE form/ SAE form-Concomitant therapy form-Blood test form-Laboratory test form-Follow-up Visit form

Data from a clinical trial will be collected and stored in some kind of computer system.A database is simply a structured set of data.A collection of rows and columns.--Excel Spreadsheet--Oracle application

An annotated CRF is generally defined as a blank CRF with markings, or annotations, that coordinate each data point in the form with its corresponding dataset name. Essentially, an annotated CRF communicates where the data collected for each question is stored in the database.CRF Annotation is the first step in translating the CRFs into a database application.CDM annotates the CRFs by establishing variable names for each item to be entered.Reviewed by CDM and Statistician

Validation Checklist:

Validation Checklist describes in detail which data shall be checked and queried if necessary. The programming of the checks occurs according to this checklist. Before the programming starts, the sponsor will be asked to give approval of this Validation Checklist.

 Test subjects are entered in the database to test the entry screens and the programming. The exact number of test subjects is not standard, but every check has to pass and fail (negative and positive proof) at least once.

Database set up and testingDatabase setup and testing are always performed in a

secure, non study data environment. Only when a database has been reviewed and fully tested, will it be set in ‘production’, a separate environment where only study data will be entered. Changes in structure or programming will always first be performed and tested in the non study data environment before they are made effective in the ‘production’ database.

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Study Conduct Process Review

Activated DB Discrepancy management

Coding terms

Data entry/Data loading

(CRF and external data)

Safety data reconciliation

Query generation

Resolution and/or update of database

Manual checks/QC

Logistic way if it is paper based study.EDC-electronic data capture if it is e-

CRF.

Data EntryData EntryData entry is a process of

entering/transferring data from case report form to Clinical Data

Management System (CDMS). Data Entry: 1) Single data Entry

2) Double Data Entry

Discrepancy management is a process of cleaning subject data in the Clinical Data Management System (CDMS), it includes manual checks and programmed checks. Trivial discrepancies are closed as per self evident correction method or Universal ruling and discrepancies which require response from the site are queried by raising Data Clarification Forms (DCF).

Medical CodingThe medical coding for a study is done as per the project specific protocol requirement. The dictionaries used for a study are:

Adverse Events: MedDRA (Medical Dictionary for Regulatory Activities)Medications: WHODD (World Health Organization – Drug Dictionary)

Manual coding is performed using Thesaurus Management System (TMS) which is integrated with our Clinical Data Management System (CDMS).

SAE ReconciliationSerious Adverse Event (SAE) data reconciliation is the

comparison of key safety data variables between Clinical Data Management System (CDMS) and Master Drug Safety Database (MDSD). Reconciliation is performed to ensure that events residing in both systems are consistent.

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Study Close out Process Review

Discrepancy management

Coding termsSafety data

reconciliation

Query generation

Resolution and/or update of database

Manual checks/QC/

CRF tracking

Database lock & freeze

Quality ControlQuality Should be maintained for overall study by

performing Quality checks at intervals for all data points (Critical & Non-Critical) prior to database lock.

QC helps to ensure that all the data processed is accurate, clean and Correct.

Database LockThe database lock for a study is done to

ensure no manipulation of study data during the final analysis.

Database lock for a study is done once all data management activities are completed. This includes the database lock checklist which ensures the same. Some of the activities included in database lock checklist are All discrepancies closed, DCFs received and updated, coding complete, SAE Reconciliation process complete etc.

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Analysis & Reporting Process Review

Database release

Data extraction/Mapping

Statistical report

generation

E-publishing

Published tables, figures

and listings

Creation of Clinical study report(CSR)

Submission of CSR

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CDM is a vital vehicle in Clinical Trials to ensure:

The Integrity & quality of data being transferred from trial subjects to a database system

That the collected data is complete and accurate so that results are correct

That trial database is complete and accurate, and a true representation of what took place in trial

That trial database is sufficiently clean to support statistical analysis, and its subsequent presentation and interpretation

Objectives of CDM

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CDM has evolved from a mere data entry process to a much diverse process today

It provides data and database in a usable format in a timely manner

It ensures clean data and a ‘ready to lock’ database

Importance of CDM

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CDM Professionals:o Pharmacistso Graduates/Post graduates in Life Sciences, IT, Statisticso Graduates with post graduation diploma in Clinical Researcho Licensed Medical Practitioners

ICH.E6.5.5.1: Utilize qualified individuals to:o Supervise overall conduct of trial (Project Manager)o To handle and verify the data (Data Manager)o To conduct the statistical analysis (Biostatistician)o To prepare study reports (Medical Writer)

CDM Professionals

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Data Management Role in Clinical Research:

DM Role in Clinical Research

The data management function provides all data collection and data validation for a clinical trial program

Data management is essential to the overall clinical research function, as its key deliverable is the data to support the submission

Assuring the overall accuracy and integrity of the clinical trial data is the core business of the data management function

Continued…

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Data management starts with the creation of the study protocol

At the study level, data management ends when the database is locked and the Clinical Study Report is final

At the compound level (of the drug), data management ends when the submission package is assembled and complete

DM Role in Clinical Research

Consistency

Accuracy

Validity

Archiving